Here's the full list of information needed for the SECT original data file:
Student First Name
Student Last Name
Teacher Last Name
Teacher First Name
Letter Mark Code (e.g. A+, A, A-,… Withdrawn,…)
Term Code (e.g. FULL, SEM1, SEM2, QTR1, QTR2,…)
1. Use original file. Add a column for Path. Set up the path to the SECT criterion level (e.g. COURSELETTERMARK FULL).
2. Use the file from #1 to import assignments to ensure that all students are assigned to appropriate courses. Do NOT 'replace' but 'leave' existing students and teachers assignments.
(The importer will recognize the following headers and ignore the others: Local ID, State ID, Last Name, First Name, Grade, Teacher Last Name, Teacher First Name, Course, Section)
3. Make a copy of the file from #1, only keep course and path columns, delete the others. Adjust paths to the courses (remove Unit/Criterion Name) and remove headers.
4. Import SECT curriculum links: use the file from #3 in Groups/Import
This importer will:
- create the courses if they do not exist. Make note of the courses it will be adding, you will need to go back to those curriculum courses later and set them up under Curriculum/Edit Folder.
- ask you to select the type of unit the courses should have (please select from SECT template).
- link the SECT curriculum to the courses.
* If the courses do not share the same type of term (FULL, SEM, QTR,…), then this step needs to be done separately for each type - once with a file with FULL only, once with a file with SEM,…
5. Go to Curriculum/Edit Folder, and for each curriculum course the importer created, set up the Level, Setting, NCES Course Code, Type, Grade, and Subject.
6. Import the data (File Format 2) using the file from #1.
SECT data can come from report cards (using supporting data), be entered manually, or imported.
VCAT has been set up with validation steps to guide you and facilitate the process. Those steps have been incorporated in the generation of the SECT reports.
This will bring you to the validation steps:
STEP 1: Validate SECT Data
This step will provide you with a list of students and/or educators that are missing their state ID. In order for those students and/or educators to be part of the reports, their state ID must be entered in VCAT.
To enter a student state ID:
To enter an educator state ID:
5. Once you have reviewed and taken care of the missing IDs, click on the 'Go to Next Page' blue link at the top of the page.
STEP 2: Educator Course Summary
This step provides you with the list of all educators part of the SECT reports, with their role and each course they teach. This is the perfect opportunity to review that information and make sure it all makes sense. If you'd like to sort by a particular column, just click on the header of that column.
If you notice an educator whose assignment is incorrect, you need to go to the Staff tab/ Edit sub tab to make the correction.
6. Once you have reviewed the Educator Course Summary and made necessary changes if needed, click on the 'Go to Next Page' blue link at the top of the page.
STEP 3: Missing SECT Data
This step lists the 'missing' data, based on where there should be SECT data. When you know that all your data has been entered but VCAT still displays 'missing' data, you should review that list and look closely at the students and the courses for which they are missing data. Often, the students missing data are students that have left early in the year and do not have data. In this case, there is no need to worry about them. All the 'missing' data does not show up on the final SECT reports. On the other hand, if you notice students that should have data, this gives you the opportunity to investigate why they are showing up without any data and make sure that data gets entered for them.
7. Once you have reviewed the Missing Data and students left in the list truly belong in the list, click on the 'Go to Next Page' blue link at the top of the page.
STEP 4: Valid SECT Data
In a readable format (compare to the official .csv State files), this step shows you the list of all the data part of the SECT reports.
7. To get to the official files required by the State, click on the 'Go to Next Page' blue link at the top of the page.
STEP 5: Vermont Student Teacher Educator Transcript Report
This step gives you the official files to download.
To download the School Courses File, click on the Download School Courses File blue link. It will create the file and download it to your computer. Once downloaded, click the Exit Report and click on Download Student Transcripts File to download that file as well.
8. Now that you have both files on your computer, you need to upload both of them to the SECT section of the Students Census.
The Department of Education (VT DOE) is moving forward with the Student/Educator Course Transcript data collection for year 2011-2012. The VT DOE will be collecting these data from all schools and grade levels K-12 at the end of this school year. These data will be collected as part of an existing data collection, the Spring Census, by adding import tools to allow schools to automatically import their course and student transcript data.
This page is for all information relating to VCAT and the SECT data collection.
I am getting questions about the Student Educator Course Transcript collection, in particular in regards to the Teacher State ID number. I sent Dave Kelley at the VT DOE an email and after exchanging several messages with him, this is what I have learned: The field for the Teacher State ID is called permnumber. It is seven digits long and starts with 8, so for teachers it is 8######. Once we get into the SECT application, which we will access via the Spring Census, we will be able to obtain a report of teachers. This teacher information will come from the Educator Census, which was submitted in March 2012. Dave believes that the teacher report will be an excel extract. If he is right, that suggests there will be a file we can export from the SECT and possibly import into VCAT to populate the Teacher State ID field. When I was on the VT DOE's Data Collection web page yesterday, I noticed the section about the SECT has changed. I suggest going to it at: http://education.vermont.gov/new/html/pgm_IT/sect.html.
As of this morning, there isn't a document called File Import Specifications posted but there is a reference to Data File Templates, which it says is coming soon. Please take a look at the collection's Timeline, which can be found at: http://education.vermont.gov/documents/EDU-Data_Collection_SECT_Timeline.pdf.
HI - For those of who may still have a membership with the VDC and have access to the VT Data Warehouse you would have the ability to pull teacher state ID numbers based on the 2010-2011 Educator Census to get a head start on matching the teacher State ID number with your current teachers. I have done this and only had a handful of teachers that are new this year without the state ID code. Janelle in the Data Management Team at the DOE was willing to provide me with the teachers I was missing state ID numbers for by faxing her the teachers name, their DOB and school code where they teach.
In addition, I too had a conversation with Dave Kelley last week to as more specific questions related to High School courses where we may not know who the teacher of record is for students attending either BTC/CTE, taking virtual high school coures, Independent Studies, CCV or other colleges courses, etc. He did indicate that they will have teacher ID information for those teaching at BTC/CTE, CCV but the challenge will be knowing who the teacher of record is for the courses students are taking. He also indicated that they will have a several generic teacher state ID numbers for some of the other places students may be taking classes from that I had listed.
This refers to the March 16, 2012 version.
All references to FY11 throughout the document should read FY12.
Under Description it says to use the “not applicable” code if course credits are not provided, but it never clearly states what the code is. Under Special Instruction #2 it says to enter a zero (0) value if the course offers no credit. It is therefore assumed that zero (0) is the “not applicable” code.
Under Special Instructions, item #3 should end with “20” not “02”.
There are many questions concerning the Teacher of Record designations.
Clarification from Stacey Murdock: You would use teacher of record when there is only one teacher of record and co-teacher of record when more than one educator has a role in ensuring the curriculum meets the standards.
NOTE: We will be updating the details of the steps/instructions below as we develop and clarify the SECT process.
Add school code to each school
Create a term called SECT Full School Year
Set date range for term SECT Full School Year
A State ID number is required for each staff member.
The VCAT Vault Control utility will help with the process of setting up the course information and creating SECT units for PK-8 common courses (Reading, Writing, Math, Science, Social Studies, Physical Education, Music,…).
SECT draws values from multiple areas throughout VCAT. It is important that all parameters be set correctly in order to be able to generate the reports.
VCAT looks at the code associated with the role to determine if a staff member is a Teacher of Record or an Other Contributing Professional. (Staff/Role) The actual name of the role is irrelevant. You can create roles with different names (like Curriculum Developer for example) to be more meaningful, give it a code of 30 (for example), and VCAT will recognize that staff member as “Other Contributing Professional”.
Note: If more than one Teacher of Record is assigned to a section, VCAT will assigned them as Co-Teacher of Record on the reports.
In order to be recognized and be part of the SECT reports, staff need to be assigned:
From Stacey Murdock, Data Administration Director, Dept of Education:
“Co-teachers are both teachers of record. For our purposes teachers of record are educators who have a role in making sure the curriculum meets the standards. An educator without such a role in designing the curriculum would be a contributing professional.”
“You would use teacher of record when there is only one teacher of record and co-teacher of record when more than one educator has a role in ensuring the curriculum meets the standards.”
Click on the links below to access the documents from the VT Department of Education.
Reporting Instructions (FY2012 SECT Data Reporting Instructions v1.0) As of May 9th, 2012
Frequently Asked Questions Dated April 27, 2012
File Import Specifications (FY2012 SECT Data Collection Specifications v1.0) As of May 9th, 2012
Here are samples of the two files required by the VT DOE. Take note that .csv is the file format required even though they are displayed here as excel files due to Wiki limitations.
THE FILES BELOW HAVE NOT BEEN UPDATED YET. THE STATE HAS MADE SOME CHANGES (Added LOCALCOURSEID column and changed the order of the columns) IN THEIR DOCUMENT FY2012 SECT Data Collection Specifications v1.0 AND THE FILES DO NOT REFLECT THOSE CHANGES. WE WILL UPDATE AS SOON AS WE CAN.
School Courses Report
Student Transcripts Report